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SUNY Cortland
Cortland, New York, United States
Salary Not Specified
Date posted
Apr 16, 2024

Job Details

Position Details

Position Information

Budget Title

Campus Title

Academic Affairs, Division of

Registrar Office

Staff Sub-Type
Staff & Administration

Salary Level

Salary Range

Position Effort

If Part-Time, enter FTE:

Is this a temporary position?

If Temporary, enter End Date:

Position Summary

The Program Aide position has four primary areas of responsibility: Instructional space management, graduate students, visiting (non-matriculated) students, and liaison to the New York Stated Education Department Office of Teaching Initiatives ( NYSED OTI ). The position is an integral part of the Registrar’s team providing principal support for all teacher education programs. The Program Aide also provides office management and coordinates workflow of administrative staff.

Major Responsibilities

Instructional Space Management
  • Approve and schedule instructional space reservations in the space scheduling software ( EMS ).
  • Create, activate, and deactivate templates for instructional space reservations after courses have been placed.
  • Schedule all final exams, including placing alternate and combined final exams.
  • Maintain currency of knowledge of the space scheduling software ( EMS ).

Graduate Students
  • Provide support services to graduate students and graduate programs.
  • Reactivate graduate students.
  • Process student acceptances for 4+1 programs.

Visiting/Non-Matriculated Students
  • Creating and distributing time tickets for summer and winter sessions.
  • Process and coordinate approval for visiting student applications.
  • Create student records for study abroad students from other colleges, foreign exchange students, and non-matriculated students.

Liaison to NYSED OTI and Teacher Education Programs Support
  • Process TEACH authorization forms.
  • Issue recommendations in the NYS OTI TEACH system for teaching and internship certifications.
  • Record required workshops for teacher education programs on students’ academic transcripts.

Office Management
  • Coordinate workflow for administrative staff in support of the Assistant Registrars, Associate Registrar, and Registrar.
  • Coordinate administrative staffing to ensure coverage for reception, including phones and walk-in traffic.
Functional and Supervisory Relationships

Reports to the University Registrar

Required Qualifications

Appointment to this position could be a permanent competitive appointment or a permanent non-competitive appointment.

1. Permanent Competitive Appointment Options:

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter via email. You must record your response via and follow instructions in the canvass email.

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in one of the following titles: Administrative Assistant 1, Office Assistant 3, or Administrative Assistant 2 title.

2. Non-Competitive Appointment Option:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS ).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may hire employees into temporary appointments. In May 2024, if the employee is satisfactorily performing, the appointment will be changed from temporary to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), employees hired under NY HELPS will have their non-competitive status converted to competitive status, without having to compete in an examination. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON - COMPETITIVE QUALIFICATIONS - To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are: Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.

Preferred Qualifications

EEO Statement

The State University of New York at Cortland is an Affirmative Action/Equal Employment Opportunity/Americans with Disabilities Act (AA/ EEO / ADA ) employer. The university actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the university.

Job Close Date

Posting Detail Information

Posting Number

Review Start Date

Open Until Filled

Quick Link for Direct Access to Posting

Special Instructions

Special Instructions to Applicant

Special Instructions to Applicant

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you currently employed by New York State?
    • Yes
    • No
  2. * If yes to the above, please identify the following: your agency name, your current title and salary grade, how long you've been in this title, and if you're currently serving probation.

    (Open Ended Question)

Documents Needed to Apply
Required Documents
  1. Curriculum Vitae or Resume
Optional Documents
  1. Cover Letter


SUNY Cortland

From your first steps on campus, you’ll feel the spirit of Cortland. It’s an energy that extends from the classroom to competition to the community.

SUNY Cortland stands out as one of New York’s top public universities — a medium-sized school that offers academic strength across 68 majors, a high quality of student life and a degree that pays back graduates.

Reputations in teacher education and health-related majors laid the foundation for exciting new programs related to business, natural sciences, the arts and specialized professional fields.

Our students, faculty and staff members are invested in the world around them. Whether it’s a class assignment, independent research or a passion project, Red Dragons look to make a difference.

With more than 1,400 employees, we are the leading employer in the City of Cortland and in Cortland County, and we’re also one of the most desirable places to work.

Job seekers will find competitive salaries, outstanding benefits and an invigorating work environment with full access to Cortland’s exceptional recreation and fitness facilities, library and other resources.

We offer full- and part-time employment in academic, administrative and staff positions, plus a wide range of employment opportunities for undergraduates and graduate students, including graduate assistantships.

Also offering employment opportunities on campus are two affiliated organizations, Cortland Auxiliary and the Research Foundation of SUNY.

Cortland Auxiliary is a private, not-for-profit organization that provides the SUNY Cortland community with food services and the Campus Store, to name a few. 

The Research Foundation for SUNY is a private, nonprofit educational corporation that administers externally funded contracts and grants that support research and discovery for and on behalf of SUNY Cortland. The Research Foundation offers professional, research, day care, tutoring and clerical employment opportunities.

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